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Inside Higher Ed · 3 weeks ago

FT Administrative Secretary I - Facilities

Norwalk, CA

Full-time

Onsite

Mid Level

$62K/yr - $62K/yr

4+ years exp

Cerritos College is a comprehensive community college serving southeastern Los Angeles County, and they are seeking an Administrative Secretary I to provide specialized secretarial and administrative support. The role involves managing office routines, processing financial transactions, and assisting with various administrative projects.

Digital MediaEducationHigher EducationJournalismRecruiting

No H1B

Responsibilities

Performs technical and administrative support involving a working understanding of the functions and procedures of the organization unit to which assigned, with a working knowledge of functions and procedures of other units

Responds to inquiries and conveys information about programs and services provided by the organizational unit and District. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate manager or administrator

Prepares class assignment lists and participates in setting up assignments to conform to business and academic calendars and cycles. Identifies and sequences work routines, reports, and projects to conform to expected deadlines and/or time lines

Provides administrative support to projects, committees, and other special processes. Gathers information, prepares forms, revisions, and final documents in support of proceedings

Takes notes and transcribes recorded and verbal dictation as assigned. Types (keyboards) from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters

Receives visitors and answers telephone. Screens callers, handles routine matters, provides information, and/or routes calls to administrators as necessary

Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times

Maintains records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources

Assists with development of organizational unit budget proposals by collecting information and maintaining communications with work sections on status and information needs

Maintains approved budgets and transaction records, including those for projects and grant-funded activities. Maintains records and processes payroll information

Receives, processes, and may reconcile documents for expenditures. Prepares requisitions and claims for reimbursement

Prepares, processes, and enters to a payroll system data entry screen, timecard information for employees in the organization unit

Orders merchandise and services from pre-approved purchase orders and within authorized spending limits

Initiates documentation for budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance

May update and modify web site pages using established formats and standards

Maintains currency of knowledge and skills related to the duties and responsibilities

Performs other related duties as assigned

Qualification

Administrative supportTranscription skillsBudget managementWord processingSpreadsheet proficiencyCustomer serviceCommunication skillsOrganizational skillsTime management

Required

High school diploma, or the equivalent, plus college coursework in relevant secretarial or business related courses and four years of experience

Additional secretarial experience may substitute for some post-secondary education

Working knowledge of modern office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing

Working knowledge of District and department operations, policies, procedures, and calendars

Working knowledge of Education Codes applicable to the area of assignment

Working knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, basic presentation graphics, special applications used by the organization unit, and data entry onto custom databases

Sufficient math skills to perform financial and statistical record keeping

Sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence

Sufficient human relations skills to convey technical concepts to others, and present a positive image of the department and College, and exercise sensitivity and courtesy when dealing with diverse populations

Ability to accurately take and transcribe notes and/or meeting minutes/recollections

Ability to learn, interpret, explain and apply knowledge of district and organization unit services, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve others of a variety of administrative details

Ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases and college information systems

Ability to deal with private/confidential information contained in student files or for employee and administrative matters

Ability to plan, organize and prioritize work in order to meet schedules and timelines

Ability to maintain productive and cooperative working relationships with staff, students, external organizations, and the public

Ability to function indoors in an office environment engaged in work of primarily a sedentary nature

Ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various district locations

Ability to use near vision to read printed materials

Auditory ability to carry on conversations in person and over the phone

Ability to retrieve work materials from overhead, waist, and ground level files

Manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and use other standardized office equipment

May require a valid driver's license